The Short Answer

In Pennsylvania, third parties (like a county office, bank, landlord, HOA, or property manager) typically want proof that someone has legal authority to act for the estate—and proof that the attorney is acting with that person’s permission. In practice, that usually means current Letters Testamentary or Letters of Administration (showing the personal representative’s authority) plus an attorney authorization (often a written engagement letter or signed authorization from the personal representative).

What Pennsylvania Law Says

Under Pennsylvania probate law, the person with legal authority to handle estate business is the court-appointed personal representative (executor or administrator). That authority is evidenced by the Register of Wills issuing “letters,” which function as the official certificate that the personal representative can collect and administer estate property and deal with estate matters.

The Statute

The primary law governing this issue is 20 Pa.C.S. § 3311.

This statute establishes that the personal representative has the right to take possession of and administer the decedent’s real and personal estate during administration—meaning third parties generally look to the personal representative’s authority (not just an attorney’s request) when deciding whether to release property information.

Relatedly, Pennsylvania law provides for the issuance of letters by the Register of Wills as part of the estate administration process. See, e.g., 20 Pa.C.S. § 3155 (who is entitled to letters).

What documents are commonly requested: While the exact “acceptable packet” varies by institution, the most common documentation to verify representation includes: (1) a copy of the Letters Testamentary (if there is a will) or Letters of Administration (if there is no will), (2) a copy of the death certificate (often requested as a practical matter), and (3) a written authorization showing the attorney is acting for the personal representative (for example, a signed authorization/engagement letter or other written direction from the personal representative).

If you are dealing with a third party that is hesitant, it can also matter whether the request is for general information versus records that include private data (financial account details, tenant information, security codes, etc.). Those entities often require stricter proof before releasing anything.

For more background on letters in Pennsylvania, see: How Do I Apply for Probate and Letters Testamentary in Pennsylvania? and How Do Letters of Administration Work and How Do I Close an Estate in Pennsylvania?.

Why You Should Speak with an Attorney

Even though the general rule is straightforward (prove the personal representative’s authority, then show the attorney is authorized), real-world compliance is rarely simple. Delays and denials often happen because of:

• Authority Problems: If letters have not been issued yet, or if the letters are outdated/limited, a third party may refuse to release information or deal with anyone.
• Burden of Proof: Many institutions require “current” letters and may demand certified copies, specific naming conventions, or proof of identity before releasing records.
• Privacy and Liability Concerns: Property information can overlap with protected financial or personal data, and third parties often take a conservative approach unless the request is clearly supported by estate authority.

An attorney can quickly identify what proof a particular entity is likely to accept, tailor the request to the type of information sought, and reduce the risk of getting stonewalled—or accidentally triggering disputes with heirs, occupants, or creditors.

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Disclaimer: This article provides general information under Pennsylvania law and does not create an attorney-client relationship. Laws change frequently. For legal advice specific to your situation, please consult with a licensed attorney.