The objective of the unclaimed property due diligence letter is to provide proper notice to the apparent owner of abandoned or unclaimed property in an attempt to resolve the item. For this reason, the letter should not only be designed to notify the owner that the property is outstanding, but also how and when the property can be claimed.
This post will analyze the key elements of an effective unclaimed property due diligence letter to both ensure compliance with state escheat laws and to maximize the return of property to owners. While state requirements differ in some respects regarding the content of the due diligence letter, there are some important elements required by almost every state.
Key Elements of an Unclaimed Property Due Diligence Letter
A clear and concise statement at the top of the letter is helpful in gaining the recipients attention and letting them know that they need to take action regarding the property soon.
California, for example, requires very specific language that must appear at the top of the letter: “THE STATE OF CALIFORNIA REQUIRES US TO NOTIFY YOU THAT YOUR UNCLAIMED PROPERTY MAY BE TRANSFERRED TO THE STATE IF YOU DO NOT CONTACT US”.
Unique Identifier and Property Amount
A unique identifier is the number or designation that identifies the property and the value of the property. For an uncashed check, the unique identifier would be the check number and the value would be the dollar amount for which the check was written. Other unique identifiers may include an account number, claim number, or well/lease number.
Deadline to Take Action
The letter should include a timeframe during which the apparent owner must contact the holder to prevent the property from escheatment. States typically require that the owner be given at least 30 – 60 days from the receipt of the letter to contact the holder.
Many states require the due diligence letter to include a statement that should the apparent owner fail to take action, the property will be escheated to the State after which the owner may still claim the property from the State.
Owner Disposition Options
For certain property types, the apparent owner is given choices regarding the resolution of the property in question. For example, if the unclaimed property is a savings account, the apparent owner can be given the option to have the value of the account paid to them and close the account or to maintain the account.
Change of Address Form
Some states require that a form be included with the due diligence mailing that the apparent owner can complete to provide an updated address. This allows the Holder to either return the property to the owner or merely update the owner of the account’s address.
Owner Verification Requirements
To verify that the recipient of the unclaimed property due diligence letter is indeed the apparent owner, some holders include a request that the apparent owner provide information known to the holder about the owner. For example, the letter may request that the owner provide the last four numbers of the owner’s social security number. Some holders include attestation language and a signature line requesting that the owner read and sign and then return the executed letter. These are not state requirements; however, utilizing these techniques is seen as a best practice.
Holder Contact Information
The letter should include information about how to contact the holder and may include more than one method. It could indicate that the owner must sign the letter and return it via United States Mail or contact the holder via telephone or email.
Letters Ready? What’s Next?
Optimizing your organization’s unclaimed property due diligence letters for both compliance and response is merely one half of the due diligence process. Facilitating the actual mailing of the letters, as well as managing the returned owner responses are the remaining tasks that organizations must complete.
Many organizations are not well equipped to manage large scale mailing or customer service operations and therefore choose to outsource their due diligence processes as well as their analysis and final reporting operations. For additional information on the benefits of outsourced unclaimed property due diligence mailings and reporting, we invite you to download our complimentary whitepaper.