Education & FAQs

Re-Registrations
How do I re-register an IRA due to death? Show
In order to re-register an IRA due to death, you will need the following documents:
  • A clear and complete Letter of Instruction, with a Medallion Signature Guarantee*, signed by the new account owner. The letter of instruction should include the following:
    • Registered account name.
    • Account number.
    • Description of the request (i.e. transfer shares due to death). If the IRA is being registered to a spousal beneficiary, the letter must also indicate if the spouse would like to treat the IRAas his or her own, or as a beneficiary IRA. Please refer to the IRA Custodial Agreement.
    • Capacity of the signer (i.e. Beneficiary, Executor, Spouse).
    • Date of IRA Owner's death.
  • A completed IRA Account Application signed by the new account owner. For multiple beneficiaries, an IRA application is required for each new account owner.
  • State Inheritance Tax Waiver (if applicable).

*The following legal document(s) may take the place of a Medallion Signature Guarantee. All other documents listed above are still required.

  • If re-registering to a beneficiary, an original or certified copy of the Death Certificate.
  • If re-registering to the Estate of the deceased, a certified copy of the Letters Testamentary.
  • If there is no formal probate estate administration, a Small Estate Affidavit may be accepted. Each state has its own limitations and procedures that have to be met, including timing requirements. Please contact one of our Shareholder Services Representatives at 800-422-1050 for additional information.
How do I re-register an IRA due to divorce? Show
In order to re-register an IRA due to divorce, you will need the following documents:
  • A clear and complete Letter of Instruction, with a Medallion Signature Guarantee*, signed by the existing IRA owner. The letter of instruction should include the following:
    • Registered account name.
    • Account number.
    • Description of the request (i.e. transfer shares due to divorce).
    • Capacity of the signer (i.e. Account Owner).
  • A completed IRA Account Application signed by the new account owner. If the former spouse already holds an IRA, a new IRA application is not required, as the assets can be moved into the existing IRA.

*The following legal document(s) may take the place of a Medallion Signature Guarantee. All other documents listed above are still required.

  • Certified Copy of Divorce Decree or court order directing how the account will be divided.

 

How do I re-register an individual or joint account due to death? Show
The following documents are required to change the registration on a taxable individual or joint with rights of survivorship account:
  • A clear and complete Letter of Instruction, with a Medallion Signature Guarantee*, signed by the new account owner(s). The letter of instruction should include the following:
    • Registered account name.
    • Account number.
    • Description of the request (i.e. transfer due to death).
    • Capacity of the signer(s) (i.e. Beneficiary, Executor, Power of Attorney).
    • Date of Account Owner's death.
  • A completed New Account Application signed by the new account owner(s). If the account is to be divided into multiple accounts, an application is required for each new account.
  • A State Inheritance Tax Waiver (if applicable).

*The following legal document(s) may take the place of a Medallion Signature Guarantee. All other documents listed above are still required.

  • If re-registering to a beneficiary or surviving account owner, an original or certified copy of the Death Certificate.
  • If re-registering to the Estate of the deceased, a certified copy of the Letters Testamentary.
  • If there is no formal probate estate administration, a Small Estate Affidavit may be accepted. Each state has its own limitations and procedures that have to be met, including timing requirements. Please contact one of our Shareholder Services Representatives at 800-422-1050 for additional information.
How do I remove an account owner from a joint account? Show
The following documents are required to remove an account owner from an existing account:
  • A clear and complete Letter of Instruction, with a Medallion Signature Guarantee*, signed by the account owner(s) being removed. The letter of instruction should include the following:
    • Registered account name.
    • Account number.
    • Description of the request.
    • Capacity of the signer(s) (i.e. Account Owner).
  • A completed New Account Application signed by the account owner(s) who will remain on the new account.

 *The following legal document(s) may take the place of a Medallion Signature Guarantee. All other documents listed above are still required.

  • If due to divorce, a Certified Copy of Divorce Decree or court order directing how the account will be divided.
How do I re-register an individual or joint account into a trust account? Show
The following documents are required to transfer an existing individual or joint account to a new trust account:
  • A clear and complete Letter of Instruction, signed by the existing account owner(s). The letter of instruction should include the following:
    • Registered account name.
    • Account number.
    • Description of the request.
    • Capacity of the signer(s) (i.e. Account Owner, Trustee).
    • Note: A Medallion Signature Guarantee is required if the trustees on the new account are different in any way from the existing account owners. For example, if there is one individual on the existing account, and it is going into a trust account with two trustees, a Medallion Signature Guarantee is required.
  • A completed New Account Application signed by the trustee(s) for the new trust account.
  • Copy of Trust Agreement pages containing the following information: the name of the trust, the date the trust was established, the names of the trustees and their authority, and the signature page.
As a former minor on a UTMA/UGMA account, how do I re-register the account to my name? Show
The following documents are required to transfer an existing UTMA/UGMA account to a former minor:
  • A clear and complete Letter of Instruction, signed by the former minor or custodian. The letter of instruction should include the following:
    • Registered account name.
    • Account number.
    • Description of the request.
    • Capacity of the signer(s) (i.e. Custodian, Account Owner).
    • Note: A Medallion Signature Guarantee is required from the minor if the new account will have multiple owners (i.e. joint).
  • A completed New Account Application signed by the account owner(s) for the new account
How do I remove or replace a trustee on an existing trust account? Show
To remove or replace a trustee on an existing account, Harbor Funds requires a new account to be established and the assets transferred. The following documents are required to accomplish this:
  • A clear and complete Letter of Instruction, with a Medallion Signature Guarantee*, signed by all of the trustee(s) who will appear on the account. The letter of instruction should include the following:
    • Registered account name
    • Account number
    • Description of the request
    • Capacity of the signer(s) (i.e. Trustee)
  • A completed New Account Application signed by the trustee(s) for the new trust account
  • Copy of Trust Agreement pages containing the following information: the name of the trust, the date the trust was established, the names of the trustees and their authority, and the signature page

*If unable to obtain a Medallion Signature Guarantee, Harbor requires, in addition to the documents listed above, that the Trust Agreement be certified by one of the following:

  • An affidavit or certificate of trust signed by the existing, surviving, or successor trustee. This must be notarized within 60 days of receipt by Harbor Funds
  • A letter signed by an attorney on the law firm's letterhead. The letter must be dated within 60 days of receipt by Harbor Funds and must state: "As a practicing attorney in the state of (state) I hereby certify that (name) and (name) are the duly appointed trustee(s) of the (name) Trust dated (date)."
How do I obtain a Medallion Signature Guarantee Stamp? Show
Please refer to Harbor's Medallion Signature Guarantee Instructions for information on how to obtain a stamp.

Please keep in mind the following important information regarding Medallion Signature Guarantees:
  • The Medallion Signature Guarantee should not be dated or limited.
  • Photocopies of a Medallion Signature Guarantee are not acceptable.
  • A notary public is not an acceptable substitute for a Medallion Signature Guarantee.
  • A witnessed, verified, or certified signature is not an acceptable substitute for a Medallion Signature Guarantee.

A Medallion Signature Guarantee may be refused if any of the following is applicable:

  • It does not appear valid or in good form.
  • The transaction amount exceeds the surety bond limit of the Medallion Signature Guarantee.
  • The guarantee stamp has been reported as stolen, missing or counterfeit.
Please note: A Medallion Signature Guarantee will not take place of required documentation, which must be provided to Harbor Funds dependent upon the situation.

Example of a Medallion Signature Guarantee Stamp
Is it sufficient to submit the Last Will and Testament in place of the Letters Testamentary? Show
No. The Letters Testamentary or Letters of Administration are court-issued documents designating an executor or administrator to administer the estate of the deceased.  (NOTE: Letters of Administration are issued either when the decedent had no will or when the personal representative appointed is not named in the will, in which case it would be Letters of Administration with Will Annexed.) However, if an estate does not go through probate, a Small Estate Affidavit may be issued to take the place of Letters Testamentary or Letters of Administration.
If I am a beneficiary on an account, but I am not a U.S. citizen, how do I re-register an account? Show
To re-register an account due to death to a foreign (non U.S. citizen/person) beneficiary, Harbor requires the following in addition to the required documents for re-registering an account:
  • A completed Form W-8BEN. If a valid Form W-8BEN is not received, the account may be subject to penalty withholding on any dividends, capital gains, or redemptions in the new account.