What Documents Do You Need for a Medallion Signature Guarantee? (Printable Checklist)

Securing a Medallion Signature Guarantee requires arriving at the bank with complete documentation (SEC Investor Bulletin). Missing a single court certificate or signing a transfer form prematurely will void your appointment.

Before visiting a branch, assemble the four core requirements:

1. Unexpired Government Photo ID: Driver’s license, state ID card, or U.S. Passport.
2. The UNSIGNED Stock Power or Transfer Form: Filled out in black ink, leaving signature lines blank.
3. Recent Proof of Ownership (Last 30–90 Days): DRS account statement, transfer agent statement (Computershare, EQ, Fidelity), or physical paper certificate verifying share count and current market value.
4. Active Account Verification: Debit card or account statement confirming you meet the bank’s existing account seasoning threshold.

Critical Rule — Do Not Sign Your Form at Home: Never sign a Stock Power or transfer document before walking into the bank. The certifying officer must witness your signature in person. If you present a pre-signed document, bank compliance mandates immediate rejection, requiring you to reprint and complete a fresh form.

Scenario 1: Individual Account Owner (Signing for Yourself)

Use this checklist when transferring, selling, or gifting securities registered exclusively in your own name:

• ☐ Unexpired Government Photo ID: Driver’s license, state ID, or passport. The legal name on your identification must match the registration printed on your securities statement.
• ☐ Secondary Identification: Bank debit card or secondary photo ID to satisfy CIP (Customer Identification Program) verification.
• ☐ Unsigned Transfer Paperwork: Stock Power form or transfer agent distribution form filled out except for the signature block.
• ☐ Recent Securities Statement (Dated Within 30–90 Days): Direct Registration System (DRS) Advice or account statement from Computershare, EQ, Vanguard, or Schwab. Branch officers verify that the total transaction value falls within the branch’s surety bond prefix limit.
• ☐ Proof of Existing Bank Account: Verifying account tenure (such as 180 days at Bank of America or Wells Fargo).

Scenario 2: Joint Account Owners (Spouses, Co-Owners, JTWROS)

When an account lists multiple owners, institutions enforce joint-appearance mandates:

• ☐ Physical Presence of All Account Holders: Every owner listed on the registration must appear in person simultaneously with valid government photo IDs. One co-owner cannot sign on behalf of another or bring a pre-signed form.
• ☐ Individual Unsigned Forms: If joint owners are executing separate stock powers, both must be signed live in front of the officer.
• ☐ Certified Death Certificate (If Removing a Deceased Co-Owner): An original government-issued Death Certificate bearing a raised, colored, or embossed seal. Photocopies are systematically rejected by transfer agents.

Scenario 3: Estate Executor, Administrator, or Beneficiary (Probate Transfers)

Estate liquidations represent over 50% of signature guarantee requests and face the heaviest legal scrutiny:

• ☐ Executor / Administrator Photo ID: Valid government identification for the court-appointed personal representative.
• ☐ Original Certified Death Certificate: Official vital statistics document featuring a state seal.
• ☐ Freshly Certified Letters Testamentary or Letters of Administration: Court-issued documentation confirming active executor authority.

The “60-Day Probate Date” Trap: Transfer agents (Computershare, EQ) and commercial banks enforce strict recency rules on Letters Testamentary. In most jurisdictions, probate certificates must carry a court clerk seal dated within the preceding 60 days (some corporate issuers permit up to 180 days). Even if probate has been active for two years, obtain a freshly certified copy from the probate court clerk before scheduling your bank appointment.

• ☐ Affidavit of Domicile: A notarized declaration certifying the deceased shareholder’s permanent state of residence at the time of death (required for state tax clearance).
• ☐ Small Estate Affidavit (If Applicable): For estates exempt from formal court administration, bring the original notarized state affidavit and statutory value limits.
• ☐ Recent Valuation Statement (Dated Within 90 Days): Showing the decedent’s name, share balance, and CUSIP number.

Scenario 4: Trustee Signing for a Trust

When securities are held in or transferred to an inter vivos, revocable, or testamentary trust:

• ☐ Trustee Photo ID: Verifying identity of the currently active trustee.
• ☐ Certificate of Trust or Full Trust Agreement: Providing the title page, powers authorizing the purchase and sale of securities, and signature pages.
• ☐ Successor Trustee Documentation (If Applicable): Certified Death Certificate or physician incapacity declaration validating succession from the original grantor.
• ☐ Unsigned Stock Power & Current Brokerage Statement.

Scenario 5: Signing Under Power of Attorney (POA)

Executing a Medallion guarantee under a Durable Power of Attorney carries elevated fraud restrictions:

Corporate Legal Review Delay: Because unauthorized power of attorney transfers represent a primary source of surety claims, local branch managers rarely stamp POA documents on-site. The branch typically scans the POA instrument and submits it to corporate legal counsel, requiring a 5 to 10 business day review window.

• ☐ Original Notarized Durable Power of Attorney: Must contain explicit language granting authority over “stocks, bonds, mutual funds, and securities transactions.”
• ☐ Proof of Principal’s Vital Status: A power of attorney terminates immediately upon the principal’s death. Banks frequently require a physician letter or current proof of life dated within 30 days.
• ☐ Agent Identification & Securities Statement.

Legal Name Changes: The “One and the Same” Protocol

If the security is registered under a previous legal name (e.g., maiden name Sarah Jenkins) and your identification reflects your married name (Sarah Miller):

• ☐ Certified Legal Documentation: Original Marriage Certificate, Divorce Decree, or Court Name-Change Order.
• ☐ Dual Signature Execution: Do not sign until directed by the bank officer. Transfer agent rules require signing twice on the Stock Power: first exactly as registered on the stock certificate (“Sarah Jenkins”), followed by your current legal name (“Sarah Miller, now known as Sarah Jenkins”).

5 Questions to Confirm by Phone Before Visiting

Call the local branch directly (not the 1-800 telephone banking queue) and verify:

• ☐ “Is a certified Medallion Signature Guarantee officer scheduled to be on duty today?”
• ☐ “Is an appointment required for a signature guarantee?”
• ☐ “What is the dollar limit (prefix code) on your branch’s Medallion stamp?”
• ☐ “Can you stamp this [individual / estate / trust] transfer on-site, or does your compliance require routing to an off-site legal desk?”
• ☐ “What account seasoning period does your branch require for established customers?”

Frequently Asked Questions

When should I sign my Stock Power or transfer form?

Wait until you are seated in front of the certifying officer at the bank or brokerage branch. Pre-signed stock powers violate STAMP witnessing rules under UCC § 8-306 and will be rejected immediately.

Why did the bank reject Letters Testamentary that the court issued two years ago?

Banks and transfer agents enforce strict recency checks (usually within 60 days of court certification) to confirm your executor appointment has not been revoked or superseded prior to liquidating estate assets.

Can one joint spouse bring a pre-signed form from the other co-owner?

No. Every registered co-owner listed on the security must attend the appointment in person with valid government photo ID, or execute separate guaranteed stock powers individually.

Disclaimer: Requirements vary by financial institution, transfer agent, and state probate statutes. Confirm exact form guidelines with your transfer agent before attending an in-person guarantee appointment.