As an executor (or personal representative), you may discover there’s retirement money “somewhere,” but nobody knows where. That is common. Employers switch recordkeepers, companies merge, statements stop arriving, and family members often don’t have logins or paperwork. The good news: you can usually track retirement accounts down with a structured approach—and you do not need to guess.
A crucial note up front: most retirement accounts pass to a named beneficiary and do not become an estate asset (even if there is a will). Your job is still to locate the accounts and ensure the right party can claim them, but the person with legal standing may be the named beneficiary rather than the executor. This guide shows you how to make progress either way.
(This is general information, not legal or tax advice.)
Step 0: Confirm you have the authority and documents you’ll need
Before making calls, get your “executor packet” together. Many plan administrators will not speak with you without it.
Have ready:
- Certified death certificate (you’ll often need more than one certified copy during estate settlement).
- Letters Testamentary / Letters of Administration (proof you’re the court-appointed representative), if probate is required.
- Your ID (driver’s license) and your contact information.
- Decedent’s information: full legal name, prior names, date of birth, Social Security number (or last four), last address(es).
- A simple log to track calls: date, company, person, phone, what they said, and next step.
If you are not yet appointed and probate is required, you may still be able to gather information from the decedent’s papers and email, but plan administrators typically won’t release details until someone has legal authority (or until a beneficiary completes their process).
Step 1: Do a “paper and inbox sweep” for the fastest wins
In 30–60 minutes you can often uncover the recordkeeper name, which is half the battle.
Search for:
- Mail labeled “Retirement Plan,” “401(k),” “Pension,” “Benefits,” “Fidelity/Vanguard/Empower/Principal/Schwab,” etc.
- Old employer paperwork: onboarding packets, annual benefits statements.
- Email (if you have lawful access): search terms like “401k,” “pension,” “retirement,” “rollover,” “distribution,” “recordkeeper,” “beneficiary.”
- Phone photos / files: PDFs of statements or screenshots of account portals.
What you’re hunting for is any one of these: plan name, recordkeeper, account number, or administrator contact.
Step 2: Use the decedent’s tax returns to identify employers and pension payors
Tax documents are an underused shortcut because they name the organizations involved.
Look at:
- Prior W-2s (if available): Box 12 often shows retirement deferrals using codes like D (401(k)), which can confirm the employer had a plan.
- Form 1099-R: indicates distributions from pensions, annuities, IRAs, or retirement plans. The payer name can be your lead.
- Federal/State returns: pension income frequently appears as taxable pension/annuity income. That points you toward a payor to contact.
Even if the decedent was not taking distributions, the W-2 trail can tell you which employers likely sponsored retirement plans.
Step 3: Build an employment timeline (it drives everything else)
Make a list of employers with approximate dates and locations. Include:
- Company name (and any prior names)
- City/state
- Employment years (approximate is fine)
- Notes (union job, government job, large employer, etc.)
This timeline becomes your “search index” for the steps below.
Step 4: Check the Department of Labor Retirement Savings Lost and Found database
This is designed to help people locate retirement plan contact information when they don’t know where the money is. As executor, you can run searches using the decedent’s identifying details and employment history.
If you get a match:
- Record the plan name and any administrator/recordkeeper details.
- Move to Step 7 (contact scripts and documentation) to confirm the decedent’s participation and begin the claim process.
If you get no match:
- Continue. Not every plan or situation will show up cleanly, especially when employers dissolved, data is incomplete, or the plan moved.
Step 5: If a pension is likely, search PBGC for unclaimed benefits
If the decedent may have had a traditional pension (defined benefit plan), search the Pension Benefit Guaranty Corporation’s unclaimed pension benefits database. PBGC can hold benefits when a plan terminates and the plan cannot locate participants.
If you find a match:
- Follow PBGC’s claim instructions and keep copies of everything you submit.
- Expect to provide identity documents and death documentation, and be prepared that PBGC will pay the appropriate party (often a beneficiary or surviving spouse, depending on plan terms).
Step 6: If the employer is gone, search for abandoned plans
If a company disappeared or stopped operating, a 401(k) plan can become “abandoned.” The Department of Labor provides an abandoned plan search tool and may list a Qualified Termination Administrator (QTA) who is responsible for winding it down.
If you find the plan:
- Contact the QTA and ask exactly what they require to confirm the decedent’s account and release funds to the proper recipient.
Step 7: Contact the former employer the right way (and ask the right questions)
When the plan administrator is unclear, the former employer is often the quickest route to the recordkeeper.
Call HR/Benefits (or the main line) and say:
- “I’m the executor for [Full Name], who worked here approximately [years]. I’m trying to identify the retirement plan recordkeeper for their 401(k)/pension so the proper party can file a claim. Who should I contact for plan administrator or recordkeeper information?”
Key questions:
- “What was the name of the plan during that period?”
- “Who was the recordkeeper (Fidelity/Vanguard/etc.)?”
- “Do you have a benefits/retirement plan contact or third-party administrator I can reach directly?”
- “Was there a pension plan, a 401(k), or both?”
If the employer merged or changed names:
- Ask for the “legacy benefits” contact or the acquiring company’s benefits team.
Step 8: Use Form 5500 filings to identify the plan and administrator
Most private employer retirement plans file a Form 5500 annually. Those filings usually include:
- Plan name
- Employer/plan sponsor
- Plan administrator
- Service providers (often including the recordkeeper)
Search by the employer name and look for the retirement plan entry for the relevant years. This step is especially helpful when the employer won’t respond or the family cannot identify the recordkeeper.
Step 9: Search state unclaimed property databases under the decedent’s name
Sometimes a plan issued a check that was never cashed or an account was eventually escheated to the state. Search:
- The state where the decedent lived
- States where the decedent worked
- The employer’s state (if different)
Use variations of the decedent’s name (including prior names) and prior addresses. If you find a hit, follow the claim steps and be ready to provide executor documentation and death records.
Step 10: Know who is entitled to claim the money (executor vs beneficiary)
This is where executors can lose time. Common scenarios:
- Named beneficiary exists: the plan typically pays the beneficiary directly. You may still need to help locate the plan and provide documentation, but the beneficiary will often have to complete the claim.
- No beneficiary (or beneficiary deceased): the plan may default to the estate, or to next-of-kin rules under the plan. Documentation requirements tend to increase here.
- Pension survivor benefits: pensions may have spouse/survivor rules that control payments regardless of what the will says.
A practical approach: once you identify the recordkeeper, ask, “What do you need to determine who is entitled to claim this benefit?” Then follow their checklist precisely.
Step 11: Keep a tight log and push every lead to a concrete next action
This work can sprawl unless you treat it like a project. For every call or search result, end with:
- “What is the next step and who is responsible for it?”
- “What documents do you need, and where should I send them?”
- “When should I follow up if I haven’t heard back?”
Track it in a simple table: Lead source → Contacted → Documents sent → Awaiting response → Resolved.
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