Set Yourself Up for Success
Before you begin, gather all your documents and review them carefully. Taking time to prepare properly will help ensure fast processing and avoid delays.
Document Preparation Checklist
Forms
Fill out completely - don’t leave required fields blank
If a field doesn’t apply, write ‘N/A’ rather than leaving it empty
Use black or blue ink
Write clearly and legibly
Sign with your normal signature, near the medallion stamp box, but do not sign ***in ***the box. This has to be your actual signature - it cannot be a digitally-generated signature.
**Please Note: **When providing a Medallion Signature Guarantee based on a stock certificate, the number of shares listed on the medallion form must exactly match the number of shares shown on the certificate. We are unable to stamp forms that indicate “all shares” in this situation.
Scanning or Photographing
We prefer electronic submissions — scanning or photographing your documents and uploading them to your account is the fastest way to get started. Only mail physical documents when originals or wet-ink signatures are required (such as the form that needs the medallion stamp).
Ensure documents are clear and readable
Include all pages, even if some seem unimportant
Use at least 300 DPI for scanning
Save and send as PDF
Check that all text is legible before sending
Organization
Group related documents together
Name files clearly (e.g., ‘Transfer_Form.pdf’, ‘Death_Certificate.pdf’)
Create a list of what you’re sending
Note any special circumstances or questions
Common Documents Needed
Based on your transaction type, prepare:
Always needed: ID, transfer forms, account statement
Estates: Death certificate, court documents
Trusts: Complete trust with all amendments
Corporations: Formation documents, resolutions
Before Submitting
Final checks:
All forms signed (except medallion box)
Names match exactly across all documents
Account numbers are correct
All required documents included
Contact information is current