Introduction

This guide provides copy‑ready creditor‑notice templates and a practical mailing matrix so executors can document notice, stop autopay, and collect final statements quickly. Pair these templates with Sunset’s liability discovery to identify every open line of credit before you mail.

• What this is not: legal advice. Deadlines and content requirements vary by state statute and court practice. Always confirm your local rule before mailing.

What counts as “notice” to creditors

Executors typically give two kinds of notice:

• Actual notice to known or reasonably ascertainable creditors (usually by first‑class mail to the creditor’s address of record).

• Publication notice to unknown creditors (newspaper/legal journal) using statutory language where required.

Examples of state rules (verify locally):

• California: a creditor must file a claim by the later of 4 months after letters issue or 60 days after the creditor receives mailed/personal notice. Cal. Prob. Code §9100; service and filing mechanics in §§9150 et seq.

• New York: SCPA §1802’s “seven‑month” protection period begins on the date letters issue; after seven months, a fiduciary who made good‑faith distributions is generally insulated from personal liability for late‑presented claims.

• Florida: a claim is barred unless filed by the later of 3 months after first publication of notice to creditors or 30 days after service of the notice on a required creditor. Fla. Stat. §733.702. Additional claim processing rules: §733.705.

• Texas: secured creditors must elect treatment within the later of 6 months after letters issue or 4 months after receiving notice; see Estates Code §§355.152, 403.052.

• Arizona: publish once weekly for 3 successive weeks; claims barred if not filed within 4 months of first publication, or (for served creditors) within at least 60 days of mailed notice (whichever is later). A.R.S. §14‑3801, §14‑3803.

• Washington: if probate notice is published, the bar date is the later of 4 months after first publication or 30 days after actual notice to a known creditor; otherwise up to 24 months for reasonably ascertainable creditors. RCW 11.40.020, 11.40.030, 11.42.050.

• Illinois: publish once a week for 3 weeks; bar date is not less than 6 months from first publication or 3 months from mailing to known creditors, whichever is later. 755 ILCS 5/18‑3; limitations 755 ILCS 5/18‑12.

For step‑by‑step debt discovery (without notifying institutions during searches), see HelloSunset liability discovery.

USPS evidence options to prove you mailed and they received it

• Certificate of Mailing (PS Form 3817/3665): low‑cost proof you presented a piece to USPS on a date; no delivery proof.

• Certified Mail (PS Form 3800): receipt plus tracking and delivery/attempt status; pair with Return Receipt for signature evidence.

• Return Receipt (PS Form 3811 or electronic): evidences who signed and when; endorse envelope “Return Receipt Requested.”

Practical tip: use Certified Mail + Return Receipt for banks, card issuers, and large balances; Certificate of Mailing often suffices for utilities with small balances. Keep copies of every enclosure.

Mailing matrix (who to notify, what to include, how to send)

Internal coordination: confirm all liabilities first with Sunset’s debt search (next‑day bureau‑validated report), then send notices in one batch and log USPS numbers alongside each account.

Copy‑ready templates (edit the bracketed fields)

1) Bank or credit‑card notice (freeze/statement/claim)

Subject: Estate of [Decedent Full Name], Deceased [DOB – DOD] — Account(s) ending [XXXX]

To: [Creditor Name], Attn: Estate/Probate Department

I am the [executor/administrator] for the Estate of [Decedent], appointed on [date]. Please:

• Flag all accounts for deceased status; stop autopay and late/overlimit fees as of [date of death].

• Provide a full last‑statement and current balance for: [list account numbers/last‑4].

• Identify required steps and address for filing any claim against the estate under [state] law.

• Send any refunds or credits payable to “Estate of [Decedent]” (EIN: [XX‑XXXXXXX]).

Enclosed: copy of death certificate; Letters [Testamentary/Administration]; my contact information. No action should be taken without my written authorization. Thank you.

Sincerely, [Name], [Executor/Administrator], [Mailing Address], [Phone], [Email]

2) Mortgage/secured lender notice (payoff and escrow)

Subject: Estate of [Decedent] — Loan [number] for [property address/VIN]

Please: (a) place a deceased hold; (b) provide a payoff statement good through [date] with per‑diem; (c) advise of escrow/impound reconciliation; (d) provide your claim submission address and any required form under [state] law (e.g., secured creditor election where applicable). Payments will continue as necessary to protect collateral and the estate’s interest; coordinate all foreclosure/time‑sensitive actions with the undersigned fiduciary.

3) Utilities/telecom termination + deposit refund

Subject: Estate of [Decedent] — Service at [service address], Acct [number]

Please close the account effective [date], issue a final bill, cease recurring charges, and remit any deposit or credit balance to “Estate of [Decedent]” at the address below. Enclosures: death certificate; Letters.

4) Medical provider or collector (records + itemized bill)

Subject: Estate of [Decedent] — Itemized statement request

Please provide an itemized statement (with CPT/ICD codes and service dates) and your claim submission instructions. Do not report or assign new collections while the estate is open. Enclosures: death certificate; Letters; any requested authorization.

5) Notice to a known creditor referencing statutory bar date

Subject: Estate of [Decedent] — Notice to Creditor

Notice: Administration of the Estate of [Decedent] is pending in [Court], case [number]. You must present any claim in the manner required by [state statute citation] by the later of [state‑specific trigger, e.g., X months after first publication] or [Y days after this mailed notice], or the claim may be barred. Please mail a copy of any claim to me at the address below.

6) Publication template for unknown creditors (newspaper/legal journal)

Use your state’s statutory form where provided (e.g., RCW 11.40.030’s “Probate Notice to Creditors” in Washington or A.R.S. §14‑3801 in Arizona). Model language (adapt locally):

“[Executor/Administrator Name] has been appointed personal representative of the Estate of [Decedent]. All persons with claims must, before the time they would be barred by applicable limitations, present the claim as required by [statute] by mailing to [PR/Attorney address] and filing with the [Court name], cause no. [number], by the later of: [X days after personal service or mailing of this notice to the creditor]; or [Y months after the date of first publication]. Claims not timely presented are forever barred.”

Per‑state creditor claim window notes (quick reference)

Always cite your statute in mailed notices and compute the exact calendar date from your triggering event (letters issuance, first publication, or date of mailed notice).

• California: later of 4 months after letters or 60 days after creditor receives mailed/personal notice; separate rules for trust administrations.

• New York: 7 months from letters for fiduciary protection against personal liability for good‑faith distributions; claims can still be presented subject to general SOL.

• Florida: later of 3 months after first publication or 30 days after service on a required creditor.

• Texas: secured creditor elections due by the later of 6 months after letters or 4 months after receiving the statutory notice.

• Arizona: 4 months after first publication; for a served creditor, at least 60 days after mailing (whichever is later).

• Washington: later of 4 months after first publication or 30 days after actual notice to a known creditor; up to 24 months from death if no publication/actual notice to reasonably ascertainable creditors.

• Illinois: bar date set in notice—no less than 6 months from first publication or 3 months from mailing to known creditors (whichever later).

Envelope and mailing checklist (executor workflow)

• Addressing: “Attn: Estate/Probate Department,” include “Estate of [Decedent], DOD [mm/dd/yyyy], Re: [Account ####]”.

• Endorsements: if using Return Receipt, write “Return Receipt Requested” above delivery address, to the right of the return address.

• Enclosures: copy of death certificate; Letters; IRS EIN letter (if opened); contact sheet listing which accounts are included.

• USPS evidence: choose Certificate of Mailing for low‑risk notices; use Certified Mail + Return Receipt for financial institutions and large balances. Keep PS Forms (3817/3665, 3800, 3811 or e‑RR) with your estate file.

Identity‑theft prevention (post‑death)

• Place a deceased alert and block new credit reports at major bureaus; request a list of open tradelines to audit for fraud. Use the same executor packet (death certificate + Letters). Sunset’s bureau‑validated liability report provides next‑day visibility across cards, loans, and collections.

Why executors use Sunset alongside mailed notices

• Bureau‑confirmed liability report in one business day; 100% validated from credit bureaus; you choose timing and actions.

• Probate document generation for all 50 states and 3,000+ counties; online notarization.

• Security: SOC 2 Type II; robust fraud prevention.

• Zero cost to families; revenue from partner banks while funds sit in the FDIC‑insured estate account.

Recordkeeping model (for your estate file)

• Log: date sent, USPS tracking/PS form number, creditor name, account ref, bar date computation, response received, action taken.

• Retain: copies of every notice, enclosures, return receipts, and any claim packets received.

• Reconcile: after the claim window closes in your state, pay allowed claims, deny improper claims in writing, and proceed to distribution in line with your statute (e.g., NY after seven months; CA after the §9100 window; AZ after the §14‑3801/3803 window).