What to do when a Heartland account holder dies
Contact Heartland's Wealth Management / Trust Administration — 3-step process, 8 required documents, and pod and joint accounts typically processed within 5-10 business days of receiving all required documents; probate estates may take several weeks to months depending on court proceedings
Customer Care Center
Phone614-416-4601
Toll-Free800-697-0049
Mailing Address
430 N Hamilton Rd, Suite 200, Whitehall, OH 43213
WebsiteLearn more→
Branch Banking / Customer Care
Phone800-697-0049
Mailing Address
430 N Hamilton Rd, Suite 200, Whitehall, OH 43213
WebsiteNotify online→
Verified Apr 2026
When a Heartland account holder passes away, the next step depends on how the accounts were set up. Accounts with beneficiary designations or trust ownership transfer outside of probate. Accounts titled solely in the deceased's name require the estate's legal representative to work with Heartland's Wealth Management / Trust Administration (800-697-0049) to access and distribute the funds.
Heartland offers an online claims portal that makes the initial filing process more straightforward. Survivors can also initiate claims by phone or by mailing documentation directly.
Death claim process
Follow these steps to file a death claim with Heartland:
Filing a claim
1
Contact Heartland Bank at (800) 697-0049 to notify them of the account holder's death
2
Visit a branch with a certified copy of the death certificate and valid government-issued photo ID
3
Follow the process based on account type:
- For accounts with POD beneficiary: present death certificate and beneficiary ID to claim funds directly without probate
- For joint accounts with right of survivorship: provide death certificate to remove deceased owner and continue account access
- For IRA accounts: provide death certificate, complete IRA beneficiary claim forms, and select distribution method
- For trust accounts: provide trust documentation, death certificate, and ID for successor trustee
- For accounts without beneficiary designation: obtain Letters Testamentary or Letters of Administration from probate court, or a small estate affidavit if applicable under Ohio or Kentucky law
Required Documents
- Certified copy of the death certificate
- Valid government-issued photo ID for the beneficiary, executor, or successor trustee
- Account information for the deceased (account numbers, if known)
- For POD accounts: beneficiary designation confirmation
- For IRA accounts: IRA beneficiary claim and distribution forms
- For trust accounts: trust agreement, successor trustee documentation
- For probate estates: Letters Testamentary or Letters of Administration from the court
- For small estates: small estate affidavit (Ohio R.C. 2113.04 for estates under $35,000; Kentucky KRS 391.030 for estates under $15,000)
A branch visit is generally required to complete estate settlement. Contact (800) 697-0049 for specific documentation requirements based on account type. Heartland Bank also offers professional estate administration services through its Wealth Management division.
Expected timelines at Heartland: POD and joint accounts typically processed within 5-10 business days of receiving all required documents; probate estates may take several weeks to months depending on court proceedings. Delays are almost always caused by incomplete paperwork—gathering all required documents before filing the initial claim helps avoid back-and-forth.
Documentation required by Heartland includes Certified copy of the death certificate, Valid government-issued photo ID for the beneficiary, executor, or successor trustee, and Account information for the deceased (account numbers, if known), along with additional paperwork that varies by account type. All death certificates and court documents must be certified copies.
Frequently asked questions
Yes. You can add a Payable on Death (POD) beneficiary to any Heartland Bank checking, savings, money market, or CD account. Visit any branch with a government-issued photo ID or call (800) 697-0049 to request a POD beneficiary designation. You can name individuals or a trust as your POD beneficiary.
Call (800) 697-0049 or visit any Heartland Bank branch to notify the bank of the account holder's death. Bring a certified copy of the death certificate and your government-issued photo ID. The process varies by account type: POD accounts pay directly to named beneficiaries, joint accounts continue to the surviving owner, IRA accounts require beneficiary claim forms, and accounts without a beneficiary designation may require probate court documentation.
Heartland's Branch Banking / Customer Care can be reached by phone at 800-697-0049 for questions throughout the claims process.
If the deceased held multiple Heartland accounts, each may require a separate claim or have different documentation requirements. The Wealth Management / Trust Administration can confirm which accounts require individual attention and which can be processed together.
Customer Care Center
Phone614-416-4601
Toll-Free800-697-0049
Mailing Address
430 N Hamilton Rd, Suite 200, Whitehall, OH 43213
WebsiteLearn more→
Branch Banking / Customer Care
Phone800-697-0049
Mailing Address
430 N Hamilton Rd, Suite 200, Whitehall, OH 43213
WebsiteNotify online→
Verified Apr 2026
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Learn how to protect your Heartland accounts and other assets with trusts, beneficiary designations, and estate planning documents.
